The Assistant Administrative Officer is responsible for supporting the Office/Bureau in the implementation of general administrative and resource management tasks. The incumbent assists the Supervisor in all administrative matters addressing day to day tasks and contributing to deliver administrative activities.
S/he will contribute to establish and maintain efficient administrative control mechanisms to ensure compliance with UN administrative, financial and human resources rules and procedures. Contacts on administrative/budgetary related issues are mainly with Sections/Units/Offices within the organization both at HQ and in the Field and with local suppliers/services to ensure provision of services and resolution of difficult problems. Frequent external contacts are counterparts in other organizations or in national Governments at working level related to issues of importance to the Organization¿s programmes.
Direct supervision is received from the immediate supervisor. The incumbent will also refer to UNHCR and UN handbooks and policy papers concerning administrative rules and regulations.
The incumbent may directly supervise general service staff.
All UNHCR staff members are accountable to perform their duties as reflected in their job description. They do so within their delegated authorities, in line with the regulatory framework of UNHCR which includes the UN Charter, UN Staff Regulations and Rules, UNHCR Policies and Administrative Instructions as well as relevant accountability frameworks. In addition, staff members are required to discharge their responsibilities in a manner consistent with the core, functional, cross-functional and managerial competencies and UNHCR¿s core values of professionalism, integrity and respect for diversity.
Duties
Monitor the day-to-day personnel and administrative operations of the office.
Participates in the recruitment and training of General Service staff for specialized and non-specialized work and assign General Service staff to meet work requirements.
Supervises activities concerned with office and grounds maintenance, security, transport and similar services.
Briefs international staff on general administrative matters, provide advice and ensure administrative support as required.
Contributes to the preparation of submissions of new or revised procedures and practices.
Prepares correspondence, special reports, evaluations and justifications as required on general administrative matters.
Handles all personnel matters related to attendance records leave, issuance of visas, licence, etc.
Coordinate training and capacity-building activities to staff in administrative related areas.
Facilitate the mission travel of staff, including following up on travel authorizations, bookings, tickets.
Perform other related duties as required.
Minimum Qualifications
Education & Professional Work Experience
Years of Experience / Degree Level
For P1/NOA 1 year relevant experience with Undergraduate degree; or no experience with Graduate degree; or no experience with Doctorate degree
Field(s) of Education
Public or Business Administration; Economics; or other relevant field.
(Field(s) of Education marked with an asterisk* are essential)
Certificates and/or Licenses
Not specified.
Relevant Job Experience
Essential
Not specified.
Desirable
Good knowledge of UNHCRs administrative rules and procedures. Completion of UNHCR learning programmes or specific training relevant to functions of the position.
Functional Skills
IT-Computer Literacy
UN-UN/UNHCR Administrative Rules, Regulations and Procedures
CO-Strategic Communication
CO-Drafting and Documentation
SC-UN/UNHCR Procurement Rules and Procedures
BU-PeopleSoft EPM/Budget
MG-Resource Management
(Functional Skills marked with an asterisk* are essential)
Language Requirements
For International Professional and Field Service jobs: Knowledge of English and UN working language of the duty station if not English.
For National Professional jobs: Knowledge of English and UN working language of the duty station if not English and local language.
For General Service jobs: Knowledge of English and/or UN working language of the duty station if not English.
Desired Candidate Profile
The Assistant Administrative Officer-Finance shall support his/her supervisor to implement general administrative activities and manage financial, material, and human resources. The incumbent will assist his/her supervisor to address administrative matters on a day-to-day basis and contribute to delivery of support to staff dealing with UNHCR’s persons of concern. He/she will supervise junior staff including drivers and serve as de-facto officer-chargesupervising the units during the absence of the Admin Officer -Finance and represent him/her at both internal and external meetings. He/she will play a pivotal role in ensuring a healthy, clean, and conducive work environment and play a critical role in monitoring all administrative service contracts by verifying quality of goods and services procured from the administrative budget. S/he will contribute to establish and maintain efficient administrative control mechanisms and compliance with UN administrative, financial, and human resources rules and procedures. She/he shall maintain contacts with HQs and Representation Office in Nairobi on administrative/budgetary related issues while adhering the organization’s best administrative practices. Frequent external contacts with external counterparts or national Government institutions at working level is required. The incumbent will also refer to UNHCR and UN handbooks and policy papers concerning administrative rules and regulations.
The/she must have a good knowledge of financial management and be able to easily adopt to a fast-changing environment. He/she should be able to work under pressure and produce quality outcome. An excellent analytical and decision-making skill will be an advantage.
Education
Bachelor of Arts (BA): Business Administration, Bachelor of Arts (BA): Economics, Bachelor of Arts (BA): Public Administration
Certifications
Work Experience
Number of Persons of Concern Served, Workforce to Supervise, Working with Persons of Concern: Asylum Seekers, Working with Persons of Concern: Others of Concern, Working with Persons of Concern: Refugees
Competencies
Accountability, Analytical thinking, Client & results orientation, Commitment to continuous learning, Communication, Empowering & building trust, Judgement & decision making, Managing performance, Managing resource, Organizational awareness, Planning & organizing, Stakeholder management, Teamwork & collaboration
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